Update mailing-list-guidelines for clarity, new UI

Signed-off-by: Celeste Horgan <celeste@cncf.io>

1 files changed, 118 insertions, 53 deletions

diff --git a/communication/mailing-list-guidelines.md b/communication/mailing-list-guidelines.md
index a89692d9..31cd2e70 100644
--- a/communication/mailing-list-guidelines.md
+++ b/communication/mailing-list-guidelines.md
@@ -85,33 +85,124 @@ additions.
 
 ## Mailing list creation
 
-Create a Google Group at https://groups.google.com/forum/#!creategroup,
-following the below procedure:
-- Each SIG must have two discussion groups with the following settings.
-  - `kubernetes-sig-<foo>` (the discussion group):
-    - Group type: Email list
-    - Group visibility: Anyone on the web
-    - View topics: Anyone on the web
-    - Post: Owners of the group, Managers of the group, All members of the group. Ensure that "Anyone on the web" is NOT selected here. 
-    - Join the group: Anyone on the web
-  - `kubernetes-sig-<foo>-leads` (list for the leads, to be used with Zoom and
-    Calendars)
-    - Group type: Email list
-    - Group visibility: All members of the group
-    - View topics: All members of the group
-    - Post: Owners of the group, Managers of the group, All members of the group. Ensure that "Anyone on the web" is NOT selected here. 
-    - Join the group: Only invited users
-    
-- Groups should be created as e-mail lists with at least three owners and must
-  include the [Mailing list owners](#mailing-list-owners).
--  To add the owners, visit the **Group Settings** (drop-down menu on the right
-   side), select **Members**, then **Direct Add Members** on the left side and add them via their email address (with a suitable welcome message). Do NOT forget to invite contributors@kubernetes.io in addition to your leads.
-- In **Members/All Members** select the [Mailing list owners] and assign them
-  to the **owner role**.
-- Set the following permissions to **Public**:
-  - **View topics**
-  - **Post**
-  - **Join the Group**
+All SIGs and WGs need two discussion groups: one for leads/chairs, and one for members. 
+
+### Prerequisites
+
+- An email account that can create google groups and add members external to your organization to a google group mailing list. **This might not be possible with your employer's email account**. You might need to use a personal email account.
+- At least 3 mailing list owners (leads), in addition to contributors@kubernetes.io
+- Familiarity with the [moderation guidelines] for the project and [moderation queue]s. Chairs should be cognizant that a new group will require
+an initial time investment moderation-wise as the group establishes itself.
+
+
+### Create the leads and members mailing lists
+
+> **Note:** You will need follow these steps twice! Once for the leads mailing list, and again for the members mailing list.
+
+1. Navigate to https://groups.google.com/forum/#!creategroup and fill out the **Enter group info** form as follows:
+
+  | Field | Leads ML value | Members ML value | 
+  | --- | --- | --- |
+  | **Group name** | `kubernetes-sig-<foo>-leads` | `kubernetes-sig-<foo>` | 
+  | **Group email address** | Leave as-is | Leave as-is
+  | **Group description** | Leads ML for Kubernetes SIG Foo | Members ML for Kubernetes SIG Foo |
+
+  Click **Next**. 
+2. Fill out the the **Choose privacy settings** with these options: 
+  
+  | Field | Leads ML value | Members ML value | 
+  | --- | --- | --- |
+  | **Who can see the group** | Group members | Anyone on the web | 
+  | **Who can join group** | Invited users only | Anyone on the web | 
+  | **Who can view conversations** | Group members | Anyone on the web | 
+  | **Who can post** | Anyone on the web | Anyone on the web |
+  | **Who can view members** | Group members | Group members | 
+
+  Click **Next**. 
+  
+3. Fill out the **Add members** form as follows:
+
+  | Field | Leads ML value | Members ML value | 
+  | --- | --- | --- |
+  | **Group owners** | All SIG/WG leads and contributors@kubernetes.io | All SIG/WG leads and contributors@kubernetes.io | 
+  
+  > **Note:** You can add new owners to a mailing list at any time in the **People > Members** screen.
+  
+  Leave all other fields as-is. Click **Next.**
+  
+4. Once the group is created, navigate to your group in the Google Groups UI and go to **Group settings** to continue setting up permissions. Set the following settings:
+  
+  **Member Privacy**
+  
+  | Field | Leads ML value | Members ML value | 
+  | --- | --- | --- |
+  | **Identification required for new members** | Either display name or Google profile | Either display name or Google profile |
+  | **Who can view the member's email addresses?** | Group managers | Group managers |
+  
+  **Posting policies** 
+  
+  | Field | Leads ML value | Members ML value | 
+  | --- | --- | --- |
+  | **Conversation history** | On | On |
+  | **Who can moderate content** | Group managers | Group managers | 
+  | **Who can moderate metadata** | Group members | Group members |
+  | **Who can post as the group** | Group owners | Group owners | 
+  | **Message moderation** | No moderation | Moderate messages from non-members | 
+  | **New member restrictions** | No posting restriction for new members | New member posts are moderated |
+
+  **Email options** 
+  
+  | Field | Leads ML value | Members ML value | 
+  | --- | --- | --- |
+  | **Subject prefix** | `[k8s-sig-<foo>-leads]` | `[k8s-sig-<foo>]` |
+  | **Email footer** | Include the standard Groups footer | Include the standard Groups footer |
+  | **Group email language** | English (or your group's default language) | English (or your group's default language) |
+  
+  **Member moderation** 
+  
+  | Field | Leads ML value | Members ML value | 
+  | --- | --- | --- |
+  | **Who can manage members** | Group managers | Group managers |
+  | **Who can adjust roles** | Group managers | Group managers
+
+5.  Click **Save changes**. 
+
+
+
+
+  
+## Set up shared calendars and meeting with a mailing list  
+
+Once you've set up your SIG/WG mailing list, you'll need to: 
+- Share a calendar with meeting invites on it with the mailing list 
+- Share a meeting notes google doc with the mailing list 
+
+### Prerequisites 
+
+- A member's google group.
+- A shared calendar.
+  > **Note:** Like with mailing lists, your organization's permissions might not let you share calendars with the correct permissions. You might need to use a personal email address.
+  
+### Sharing the calendar with the google group
+
+You must share the meeting calendar with the following people:
+- All leads (individually)
+- The kubernetes-sig-foo-leads mailing list
+- contributors@kubernetes.io 
+- The kubernetes-sig-foo (members) mailing list
+
+1. In Google Calendar, click on the calendar's **...** menu and select **Settings and sharing**.
+2. In **Access permissions**, check **Make available to public**.
+3. Under **Share with specific people, do the following:**
+  - For each lead, contributors@kubernetes.io, and kubernetes-sig-foo-leads@googlegroups.com:
+    1. Add their email
+    2. Give them the permission **Make changes and manage sharing**. 
+  - For kubernetes-sig-foo@googlegroups.com, add them and give them the permission **See all event details**.
+
+> **Note:** You need to add the member's mailing list as a guest to any meeting invites on the shared calendar for an invite to be sent to members of the group.
+
+## Sharing the meeting notes with the google group
+
 - Create and share your _"meeting notes"_ Google doc with the following
   permissions settings:
   - **Can edit** for members of the newly created Mailing List.
@@ -121,32 +212,6 @@ following the below procedure:
     document should be copied over to an account without the restriction and 
     include the owner reference at the top of the document.
 
-Familiarize yourself with the [moderation guidelines] for the project and create
-a [moderation queue]. Chairs should be cognizant that a new group will require
-an initial time investment moderation-wise as the group establishes itself.
-
-### Visibility
-
-If you need to ensure that an existing group is visible to the internet. 
-
-Near the top right, click **Manage group**.
-- **Information** -> **Group Visibility** -> **Edit the setting to set the desired visibility for your group.** -> **Save**.
-
-### Create moderation queue
-
-The moderation queue will direct all new user messages to the a moderation
-queue before being posted to the Mailing List.
-
-- From the Google Groups management page goto **Settings** -> **Moderation**.
-- Configure the following settings:
-  - Leave "Moderate all messages to the group" off
-  - New member restrictions: New member posts are moderated
-  - Rejected author notification: Checked, use this text:
-      ```
-      Since you're a new subscriber you're in a moderation queue, sorry for the inconvenience, a moderator will check your message shortly.
-      ```
-  - Spam messages: Send them to moderation queue and send notification to moderators.
-
 ### Archive a mailing list
 
 To archive a mailing list, use the below procedure.